APS Exam Dumps - IOFM Accounts Payable Certification Questions and Answers

TheInvoicestopic in the APS Certification Program covers double-entry accounting for recording invoices. When an incoming invoice is received, it represents an obligation to pay a vendor (a liability) and an expense (or asset, depending on the purchase). The correct journal entry is todebit the expense account(to recognize the cost incurred) andcredit the accounts payable (AP) liability account(to record the amount owed).

Option A (A debit to the asset account and a corresponding debit to the expense account): Incorrect, as recording an invoice does not typically involve debiting both an asset and an expense account. An asset might be debited for capital purchases, but the second debit to an expense account is invalid, and no credit is provided to balance the entry.

Option B (A credit to the AP liability account and a corresponding credit to the expense account): Incorrect, as crediting the expense account would reduce expenses, which is not the purpose of recording an invoice. Additionally, two credits do not form a valid journal entry without a debit.

Option C (A debit to expense and a credit to the AP liability account): Correct. Debiting the expense account (e.g., utilities, supplies) recognizes the cost incurred, and crediting the AP liability account records the obligation to pay the vendor. This is the standard entry for expense-related invoices.

Option D (A credit to expense and a debit to the AP liability account): Incorrect, as crediting the expense account would decrease expenses, which is not appropriate when recording an invoice. Debiting the AP liability would also incorrectly increase the liability.

Reference to IOFM APS Documents: The APS e-textbook underInvoicesexplains, “When an invoice is received, the journal entry debits an expense account (or asset for capital purchases) andcredits the accounts payable liability account to reflect the obligation.” The training video illustrates this with examples, such as debiting “Office Supplies Expense” and crediting “Accounts Payable” for a supply invoice, emphasizing accurate recording to ensure financial statement integrity.

Evaluated Receipt Settlement (ERS) is a payment process that eliminates the need for a supplier invoice by triggering payments based on the purchase order (PO) and receiving documents (e.g., goods received note or delivery receipt). The PO establishes the agreed-upon terms, quantities, and prices, while the receipt confirms the actual delivery of goods or services. This allows payments to be processed without an invoice, streamlining the accounts payable process.

The web source from Esker states: “Evaluated Receipt Settlement (ERS) is a procedure for paying suppliers without requiring a paper invoice from the supplier… Payments are triggered by the receipt of goods or services against a purchase order.” The Corcentric source further clarifies: “ERS requires only the purchase order and receiving documents to initiate payment, eliminating the need for an invoice.” This directly supports Option B (PO and Receipt), as these are the two critical documents for ERS. Options A, C, and D are incorrect because they include the invoice, which is not required in ERS.

The IOFM APS Certification Program covers “Payments,” including ERS as an efficient payment method. The curriculum’s focus on “peer-tested best practices for each phase of the payment process” aligns with the industry standard that ERS relies on the PO and receipt.

TheTax and Regulatory Compliancetopic in the APS Certification Program covers IRS guidelines for determining independent contractor status, critical for 1099 reporting and avoiding worker misclassification. The IRS uses three categories:Behavioral Control(degree of controlover work results),Financial Control(control over finances, e.g., payment terms, investment in tools), andType of Relationship(contract terms, permanency). Thejob titleassigned is not a factor, as status depends on actual work arrangements, not labels.

Option A (The degree of control the employer exercises over the worker’s work results): Part of Behavioral Control, assessing how much the employer directs the worker’s tasks. This is a valid category.

Option B (The amount of control the employer has over the worker’s finances): Part of Financial Control, evaluating payment methods, expense reimbursement, and worker investment. This is a valid category.

Option C (The job title assigned to the worker): Not a factor. The IRS focuses on the nature of the work relationship, not the title (e.g., “contractor” vs. “employee”). Correct answer.

Option D (The type of relationship established between the parties): Part of Type of Relationship, considering contracts, benefits, and permanency. This is a valid category.

Reference to IOFM APS Documents: The APS e-textbook underTax and Regulatory Compliancestates, “IRS independent contractor status is determined by Behavioral Control, Financial Control, and Type of Relationship, not by job titles, which are irrelevant to actual work arrangements.” The training video explains, “Job titles don’t determine contractor status; the IRS looks at control and relationship factors.”

A "direct spend" invoice pertains to expenditures directly tied to the production of goods or services, such as raw materials or inventory used in manufacturing or resale. In accounts payable, direct spend is distinguished from indirect spend, which covers operational expenses like supplies or repairs that support business operations but are not incorporated into the final product. The correct answer is "Inventory," as it directly relates to goods acquired for production or resale, aligning with the definition of direct spend.

According to the web source from SAP Concur: “Direct spend refers to the purchase of goods and services that are directly incorporated into a product being manufactured, such as raw materials… Indirect spend refers to expenses that support the operations of a business but are not directly included in the final product, such as utilities, office supplies, and facility maintenance.” Inventory, particularly raw materials or goods for resale, is a core component of direct spend, whereas supplies (e.g., office supplies) and repairs (e.g., equipment maintenance) typically fall under indirect spend. The option "Material" could also be associated with direct spend, but "Inventory" is the more precise term in this context, as it encompasses materials used in production or sale.

The IOFM Accounts Payable Specialist (APS) Certification Program includes the topic of “Invoices,” which covers invoice types and their purposes. While the IOFM study guide does not explicitly define “direct spend” in the provided sources, its focus on invoice processing and procurement processes implies familiarity with distinguishing direct and indirect spend. The curriculum’s emphasis on “peer-tested best practices for each phase of the payment process” supports the standard industry definition provided by SAP Concur.

Wire transfers are a secure and immediate payment method typically used for high-value transactions due to their reliability and speed, despite higher transaction fees compared to other methods like ACH. Organizations commonly use wire transfers for high dollar payments, such as large vendor payments, international transactions, or critical one-time payments.

The web source from Corcentric explains: “Wire transfers are often used for high-value payments where speed and security are critical, such as large supplier payments or international transactions.” This aligns with Option B.

Direct deposit of executive pay (A)is typically handled via ACH for regular payroll.

Low dollar bulk payments (C)are more cost-effectively processed via ACH or checks.

Rent or mortgage payments (D)may use wire transfers in some cases but are not the most common use.

The IOFM APS Certification Program covers “Payments,” including payment methods like wire transfers. The curriculum’s focus on “peer-tested best practices” supports the use of wire transfers for high dollar payments due to their security and immediacy.

An accountable plan, as defined by the Internal Revenue Service (IRS), is a reimbursement or allowance arrangement that meets specific requirements to ensure business expenses are properly documented and not treated as taxable income. One key requirement is that employees must adequately account for their expenses within a reasonable period. According to IRS guidelines, employees must submit expense reports or other documentation within 60 days after the expenses are incurred to meet the "reasonable period" standard.

The web source from the IRS states: “Under an accountable plan, employees must adequately account to the employer for their expenses within a reasonable period of time. The IRS considers 60 days after the expense was paid or incurred to be a reasonable period for accounting.” This directly supports Option B (60 days). The other options (120 days, 30 days, 90 days) do not align with the IRS’s specific timeframe for accounting under an accountable plan.

The IOFM APS Certification Program covers “Tax and Regulatory Compliance,” including IRS regulations related to expense reimbursements. The curriculum’s focus on “peer-tested best practices” and compliance with federal tax laws includes understanding the requirements of an accountable plan, such as the 60-day rule for expense accounting.

TheInternal Controlstopic in the IOFM APS Certification Program covers the design and implementation of internal controls to mitigate risks. When ideal controls (e.g., full segregation of duties) are not feasible due to resource constraints or organizational structure,compensating controlsare implemented as alternative measures to achieve similar risk mitigation. These controlsprovide additional checks or oversight to compensate for the absence of primary controls.

Option A (Interim controls): Interim controls imply temporary measures, not necessarily designed to compensate for missing ideal controls. This is incorrect.

Option B (Stop-gap controls): Stop-gap controls are ad-hoc, temporary fixes, not a formal term in the COSO framework or AP practices. This is incorrect.

Option C (Secondary controls): Secondary controls are not a recognized term in internal control frameworks; they imply less critical controls, not alternatives. This is incorrect.

Option D (Compensating controls): Correct. Compensating controls are alternative measures implemented when ideal controls are not practical, ensuring adequate risk mitigation.

Reference to IOFM APS Documents: The APS e-textbook underInternal Controlsstates, “When ideal controls cannot be implemented, compensating controls provide alternative risk mitigation, such as additional reviews or approvals to address control gaps.” The training video discusses compensating controls in the context of COSO and SOX, noting their use in small organizations where segregation of duties is challenging.

Electronic Data Interchange (EDI) enables the automated exchange of business documents, such as invoices and purchase orders, between trading partners. While EDI offers efficiency, its adoption by small and medium-sized companies is limited primarily due tocostly technology, including high implementation and maintenance costs for hardware, software, and integration. Government regulations (Option A), staff resistance (Option B), and security concerns (Option D) may pose challenges, but the primary barrier is cost.

The web source from SAP Concur states: “EDI adoption is hindered for small and medium-sized businesses due to the high costs of implementing and maintaining EDI systems, including software and integration expenses.” This directly supports Option C as the primary reason for limited EDI use.

The IOFM APS Certification Program covers “Technology and Automation,” including technologies like EDI. The curriculum’s focus on “peer-tested best practices” acknowledges barriers to technology adoption, with cost being a significant factor for smaller organizations.

Potential red flags for T&E expenses that fall outside of company policy includecharges for airline upgrades(Option I), which may indicate unauthorized luxury spending, andweekend stays(Option III), which could suggest personal travel disguised as business-related. These expenses often require additional scrutiny to ensure compliance with T&E policies.Cab fares(Option II) are typically routine and not inherently a red flag unless excessive or unsupported, making them less likely to be a policy violation compared to upgrades or weekend stays.

The web source from SAP Concur states: “Red flags in T&E expenses include charges for airline upgrades, which may violate policy on allowable travel classes, and weekend stays, which could indicate personal travel.” This supports Options I and III. Cab fares are noted as common expenses that require receipts but are not typically flagged unless unusual, per the Esker source: “Routine expenses like cab fares are less likely to be red flags compared to upgrades or extended stays.”

The IOFM APS Certification Program covers “Travel and Entertainment (T&E),” emphasizing fraud detection and policy compliance. The curriculum’s focus on “peer-tested best practices” aligns with identifying airline upgrades and weekend stays as potential red flags.

Procurement cards (P-cards) are corporate credit cards used for business purchases, and issuers often offer rebates or incentives to encourage their use. These rebates are typically based on the volume of spend, meaning the total dollar amount charged to the P-card over a specified period. This incentivizes organizations to consolidate more purchases on the card, benefiting both the issuer (through transaction fees) and the organization (through rebates).

The web source from Corcentric states: “P-card issuers commonly offer rebates based on the total volume of spend, encouraging organizations to increase card usage for eligible purchases.” This confirms that rebates are tied to the dollar amount spent (Option A), not the number of transactions (Option B), frequency of use (Option C), or number of cards issued (Option D).

The IOFM APS Certification Program covers “Payments,” including P-card programs and their benefits. The curriculum’s focus on “peer-tested best practices for each phase of the payment process” aligns with the industry standard that rebates are based on spend volume, as this drives cost savings and program efficiency.